Public Conference

ClinicTracker supports two types of telehealth conferences: the standard telehealth clinical session and a "Public Conference." The former is designed for conducting clinical activities via teleconferencing and ties the process to a particular patient (or patients). All participants receive a unique link (so the system knows who's who), and all data and recordings become part of the patient record. The Public Conference, on the other hand, is for producing more of an open forum of the sort you might be used to when you participate in online meetings via  GoToMeeting, Join.Me, or Google Hangouts. Everyone joins the session using the same Join Link. Therefore, if you're running the conference, you would not know who is actually participating.  A public conference does not need to be tied to a patient record, but it could be if you wanted it to.

 

You can enable the Public Conference feature on any telehealth event by simply clicking the checkbox on the Schedule Event Type input form when the event has Video Conferencing enabled. For more information, see Schedule Event Type Input. 

 

 

Let's take a look at how the Public Conference feature works. First, you will create an event in Scheduler with Public Conference enabled.

 

 

Once you save the event, you will receive a confirmation that emails will be sent to the staff members and patients you linked to the event.

 

 

You can open the event and you will see that you can right-click the staff member to:

  1. Copy Staff Join Link to Clipboard
  2. Send Staff Join Link by SMS
  3. Send Staff Join Link by Email

 

 

You can right-click the patient from the event and you will see that you also have options to send or copy the link to the patient:

  1. Copy Patient Join Link to Clipboard
  2. Send Patient Join Link by SMS
  3. Send Patient Join Link by Email

 

 

If you choose to copy the link, you will receive this message:

 

 

If you right-click on the event from the main Scheduler page, you will see that you can Join, Cancel or get your Conference Link. You can also get the link that you will send to any non-ClinicTracker staff/clients:

  1. Join Conference
  2. Cancel Conference
  3. Get Public Conference Link - This is the link that you will send to any non-ClinicTracker staff or clients that you are inviting to your conference.
  4. Get My Conference Link

 

 

When you join the conference, you will see the Video Conference landing page. Here you will see who has actively joined the meeting and who you are still waiting for. You will see how much time is left on the meeting under "Time Left". 

 

  1. Enable Moderator Role: Place a checkmark here if you would like to start the conference in "Moderator Mode". This feature allows you to select which participants you want to show on the screen. You can also pick who can participate via audio, video, or neither. 
  2. Enable Recording: Place a checkmark here to record the conference. 
  3. Start Conference: Click here to start the conference. 
  4. Time Left: Time remaining on the meeting
  5. Active and Inactive Users: Here you can see who has joined the meeting and who you are waiting for. 

 

 

When you click on Start conference, your screen will look similar to the image below if you have a session with more than one participants. If you chose to start your conference in Moderator Role, you will be able to select which participants you want to show on the screen.

 

 

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